Magic Support Articles

Adding a Branch Office

Title: Adding a Branch Office
Submitted by: Rapattoni Software Support
Issue: How do I add a branch office for a main office?

It’s quite common for larger offices to expand and grow by adding satellite or branch offices. Rapattoni Magic allows you to add a branch office to your database with minimal time and effort utilizing just one field in the Office Information Form.

    

To add the branch office, create a new office in the Office Information Form by using your Ctrl+C keystroke.

Follow all your standard new office data entry procedures until you reach the Main Office field. In this field, you will input the main office number of this branch office. Please see our example below. If the Main Office field differs from the Office # field, the software will define this office as a branch office.

The Billing Office and Franchise Office fields can also be modified as appropriate.

To view branch office information:


In the Office Query Form, you can easily differentiate a branch office because the Office # and the Main Office # will be different.

Utilizing the branch office feature in Magic provides a very user-friendly way of entering and differentiating branch and main offices.

Note: An excellent report that you can run that shows your main and branch offices is the Office Ranking/Totals Report that is located under Membership > Office Reports > Office Ranking/Totals. Just make sure to select Sort Option 1: By Main Office/Branch Office or Sort Option 2: By Branch Office in the report selection criteria.

Additional Licenses

Title: Additional Licenses
Submitted by: Rapattoni Software Support
Issue: Where can I keep track of a member’s additional licenses?

Your Rapattoni Magic software has the ability to store additional license information for your members. Some of your members may have multiple licenses encompassing such fields as commercial, residential, appraisal, or even out-of-state licenses. The additional license information can be easily entered and accessed from the Member Query Form by clicking on the Other button.

    

Selecting the Other button opens the Other Look Up Items window. Such member information as the member’s additional phone numbers, deposits, and the additional licenses can be quickly accessed from this window.

Click Additional Licenses to open the Additional Licenses Form.

The member’s additional licenses can be added to this form. You can either enter create mode by pressing Ctrl+C, or you can press Ctrl+M to enter modify mode and then use your down arrow or F4 key to add a line. In the License Type field, select the state abbreviation, or specialization (such as appraiser, broker, etc.) of the license.

Keep in mind that the member’s primary license information is tracked in the Member Information Form. However, for cases where you need to track more than one license, the Additional Licenses Form helps you by storing that information for future reference.

Assigning Staff Rights in Magic 10

Title: Assigning Staff Rights in Magic 10
Submitted by: Rapattoni Magic Software Support
Issue: How do I add\update staff user rights in Magic 10?

In order to add\update staff user rights, you will need to log into Magic as supervisor. You will need to get the password from your Rapattoni administrator, or with permission of your executive officer, Rapattoni Support can provide it to you. After logging on, the screen will look like it does below. Click the icon that displays “Close Application” as hover text.

Now click the “Options” menu at the top, and then choose “Settings” followed by the “User IDs” option.


Locate the member you wish to update. In order to determine what staff rights they need to have added or removed, you’ll need to refer to the Rights and Groups definitions list that is attached at the bottom. Press zoom (F5 key) on either the “Rights” or “Groups” section.

The resulting screen will look like this:


Click the “Application” button and navigate to the following location (Rap\Data\AMS\10.1). *NOTE* The root location will change based upon your network connection’s drive letter.


Select the highlighted file above (“AMS10107.ecf”) and click the “Open” button.

The screen should now look like this:

To add a new right or group, press the F4 key, then press zoom (F5 key). This is what you will see:

Locate the right or group (depending on which one you are working with) and press Enter. This will add the right or group to their profile.


You can now press the OK button and you are done! The staff member will need to log out and then log back into Magic in order for the change to go into effect. **NOTE** If a staff member needs access to update IMS services in Magic, they MUST have the “System Administrator” right.
The assignable user rights\groups are listed below:

Group List Definition

2 FULL MEMBERSHIP Allows Create, Modify, and Query access to Member, office, association, and List Maker Software.

3 QUERY MEMBERSHIP Allows Query-only access to member, office, and association. Also allows Create, Modify, and Query access to List Maker software.

4 FULL BILLING Allows Create, Modify, and Query access to all billing software with the exception of the Recurring and Non-Recurring Charges menus.

5 QUERY BILLING Allows Query-only access to all billing software with the exception of the Recurring and Non-Recurring Charges menus.

6 FULL CASH RECEIPTS Allows Create, Modify, and Query access to all sales and accounts receivable software.

7 QUERY CASH RECEIPTS Allows Query-only access to all sales and accounts receivable software.

8 FULL EDUCATION Allows Create, Modify, and Query access to the Education manager.

9 QUERY EDUCATION Allows Query-only access to the Education manager.

10 FULL EVENT Allows Create, Modify, and Query access to the Event manager.

11 QUERY EVENT Allows Query-only access to the Event manager.

12 FULL CONVENTION Allows Create, Modify, and Query access to the Convention manager.

13 QUERY CONVENTION Allows Query-only access to the Convention manager.

14 FULL COMMITTEE Allows Create, Modify, and Query access to the Committee manager.

15 QUERY COMMITTEE Allows Query-only access to the Committee manager.

16 FULL BOOK Allows Create, Modify, and Query access to Recurring Charges software.

17 QUERY BOOK Allows Query-only access to Recurring Charges software.

18 FULL MISC. BILLING Allows Create, Modify, and Query access to Non-Recurring Charges software.

19 QUERY MISC. BILLING Allows Query-only access to Non-Recurring Charges software.

20 FULL MISC DATA BASE Allows Create, Modify, and Query access to the Miscellaneous Database manager.

21 QUERY MISC DATA BASE Allows Query-only access to the Miscellaneous Database manager.

22 FULL LIBRARY Allows Create, Modify, and Query access to the Library manager.

23 QUERY LIBRARY Allows Query-only access to the Library manager.

24 FULL CONTRIBUTION Allows Create, Modify, and Query access to the Contributions manager.

25 QUERY CONTRIBUTION Allows Query-only access to the Contributions manager.

26 FULL MC Allows Create, Modify, and Query access to the MLS Communication Link software.

27 QUERY MC Allows Query-only access to the MLS Communication Link software.

28 FULL STATE Not Applicable

29 QUERY STATE Not Applicable

30 FULL INVENTORY Allows Create, Modify, and Query access to the Inventory manager.

31 QUERY INVENTORY Allows Query-only access to the Inventory manager.

32 FULL RPT GENERATOR Not Applicable

33 QUERY RPT GENERATOR Not Applicable

34 FULL MILLION DOLLAR Allows Create, Modify, and Query access to the Sales Awards manager.

35 QUERY MILLION DOLLAR Allows Query-only access to the Sales Awards manager.

36 FULL NAR Not Applicable

37 QUERY NAR Not Applicable

38 FULL LEGAL HOTLINE Allows Create, Modify, and Query access to the Legal Hotline manager.

39 QUERY LEGAL HOTLINE Allows Query-only access to the Legal Hotline manager.

40 FULL PROF STANDARDS Allows Create, Modify, and Query access to the Professional Standards manager.

41 QUERY PROF STANDARDS Allows Query-only access to the Professional Standards manager.

42 FULL GOV AFFAIRS Allows Create, Modify, and Query access to the Government Affairs manager.

43 QUERY GOV AFFAIRS Allows Query-only access to the Government Affairs manager.

44 FULL DEPOSIT Allows Create, Modify, and Query access to the Deposit Tracking software.

45 QUERY DEPOSIT Allows Query-only access to the Deposit Tracking software.

46 FULL KEY Allows Create, Modify, and Query access to the Lock Box Key manager.

47 QUERY KEY Allows Query-only access to the Lock Box Key manager.

48 FULL CALL TRACKING Allows Create, Modify, and Query access to the Call Tracking manager.

49 QUERY CALL TRACKING Allows Query-only access to the Call Tracking manager

Rights List Definitions

35 System Admin
Allows access to special utility and update programs. Only the Rapattoni Software Administrator and his/her backup should have this right.

43 Create Batch
Allows user to create and modify the Batch Control records. The Batch Control is used to balance cash receipts. Typically assigned to main accounting personnel.

44 Modify Bill Status
Allows user to modify the Billed Status field in member and office records, and run the Reset Member
Bill/Card Status Utility Used to track status of dues payments.

66 Credit Card Maintenance
Allows user to access the Bank Processing software. Typically assigned to main accounting personnel.

73 Allow Void Receipts
Allows user to void a cash receipt. Typically assigned to main accounting personnel.

74 Allow NSF Receipts
Allows user to void payments made by NSFchecks and set invoice back to being outstanding. Typically assigned to main accounting personnel

75 Allow WO Receipts
Allows user to write off outstanding invoices. Typically assigned to main accounting personnel.

76 Allow Refunds Receipts
Allows user to process a refund. Typically assigned to main accounting personnel.

77 Create Refund Checks
Allows user to process a refund check. Typically assigned to main accounting personnel.

85 Create Attendance
Allows user to track staff hours, sick time, etc. Typically assigned to main payroll personnel.

91 Legal Admin
Allows user to access any action, regardless of whom it is assigned to. Typically assigned to main legal hotline personnel.

92 Data Exchange
Allows user to access the Data Exchange software. Typically assigned to membership personnel who run NRDS transmittals.

93 DE Admin
Allows user to view and modify Data Exchange setup. Typically assigned to the Rapattoni Software Administrator.

94 View Password
Allows user to see member’s passwords in Member Information Form. Only the Rapattoni Software Administrator and his/her backup should have this right.

95 View Soc Sec Num
Allows user to see a member’s entire social security number when user clicks on the SS# field and presses F5 (zoom).

96 View Last 4 of Soc Sec Num
Allows user to see only the last four digits of a social security number.

Assigning User Rights

Title: Assigning User Rights
Submitted by: Rapattoni Magic Software Support
Issue: When I add/modify a user’s access rights, why do I get a database
login error?

Have you ever tried to add/modify an existing user’s rights for Rapattoni Magic, only to get a database login error?

Your association may have a variety of staff members who each use Rapattoni Magic to accomplish different tasks. The membership department, accounting department, and the education department, for example, all use the same Rapattoni Magic software, but for totally different purposes. The Rapattoni Software Administrator is the person who is responsible for making sure all staff members are using the software properly and have access to everything they need to get their jobs done. It is important for the Software administrator to take the time to make sure not only that staff members have access to the modules they need, but also that they do not have access to modules they don’t need. This will reduce the chance for accidental user error.

The built-in safeguard that helps your Software Administrator maintain appropriate user access rights is the database login requirement.

If you are modifying rights as the supervisor and you see the Database Login dialog box asking for a user name and password, enter the SQL database login information. If you don’t know what the password is, ask your Rapattoni Software Administrator to help you. The Software Administrator can also contact Rapattoni’s customer support department for assistance, if needed.

For a complete set of administrator procedures, you can access the Rapattoni Software Administrator Manual by choosing Help > Documentation, then selecting “Software Administrator Manual.” This resource gives step-by-step instructions on how to add user rights as well as other administrative tasks.

Attaching Member Photos

Title: Attaching Member Photographs
Submitted by: Rapattoni Software Support
Issue: How can I attach a photo of a member, so I may view it from their member record?

Have you ever thought it would be nice to put a face to a member's name when working in your Magic database? Magic gives you the ability to save a photo in each individual's member record.

    

Locate the appropriate member record, then click the Photo tab.

First, click the Modify button. Then make sure your cursor is in the field that displays at the bottom of the Photo tab and press F5 to zoom. Locate and select the photograph on your network (it must be accessible from any workstation at your association).

After you select the appropriate graphic file, press Esc. The photo should now display in the member record.

Note: The photo must be in a .jpg format and should be 300 pixels high by 200 pixels wide. Also, please make sure that all of your photos are saved on a network drive that is accessible from all workstations that utilize Rapattoni Magic.

Users of our Internet Member Services module can allow members to upload photos directly to the association's IMS site. When members upload their own photos to IMS, these photos also display directly in Rapattoni Magic.